HomeMy WebLinkAboutFND-032-20Clarington
Staff Report
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Report To: General Government Committee
Date of Meeting: September 28, 2020 Report Number: FND-032-20
Submitted By: Trevor Pinn, Director of Finance/Treasurer
Reviewed By: Andrew C. Allison, CAO By-law Number:
File Number: Resolution#: GG-320-20, C-400-20
Report Subject: Award of Contracts During Council Recess
Recommendation:
1. That Report FND-032-20 be received for information.
Municipality of Clarington
Report FND-032-20
Report Overview
To report to Council on the contracts awarded during Council Recess
1. Background
Page 2
1.1 During periods when Council is in Recess, provision has been made for the approval of
contract awards in order to continue with business as usual. During the summer recess
of 2020 there were 10 contract awards that would normally necessitate a report to
Council.
2. Comments
2.1 In accordance with Purchasing By -Law 2015-022 S. 73 (2), the following contracts were
awarded during the Council Recess:
PS Report#
Contract#
Description
PS-014-20
CL2020-19
Electrical Services
PS-015-20
RFP2020-3
Engineering Services for Bridge and Culvert
Replacement
PS-016-20
CL2020-18
Intersection Accessibility Improvements
PS-017-20
CL2020-15
Bowmanville Ave Bridge Rehabilitation
PS-019-20
RFP2020-5
Bridge and Culvert Inspection Program
PS-020-20
CL2020-20
Toyota Trail
PS-021-20
CL2020-25
2020 Roadside Protection -Various Locations
PS-022-20
CL2015-30
Sidewalk Snow Clearing Contract Extension
PS-023-20
CL2020-27
Pavement Rehabilitation
PS-024-20
CL2020-26
Supply and Delivery of Winter Sand
2.2 A copy of the recommending Purchasing Services Reports for the above noted projects
are attached as Attachments.
Municipality of Clarington Page 3
Report FND-032-20
3. Concurrence
Not Applicable.
4. Conclusion
The action taken by Staff as documented in the attached Report Memos be provided for
Council's information.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 Ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 - PS-014-20 Electrical Services
Attachment 2
- PS-015-20 Engineering Services for Bridge and Culvert Replacement
Attachment 3
- PS-016-20
Intersection Accessibility Improvements
Attachment 4
- PS-017-20
Bowmanville Ave Bridge Rehabilitation
Attachment 5
- PS-019-20
Bridge and Culvert Inspection Program
Attachment 6
- PS-020-20
Toyota Trail
Attachment 7
- PS-021-20
2020 Roadside Protection -Various Locations
Attachment 8 - PS-022-20 Sidewalk Snow Clearing Contract Extension
Attachment 10 - PS-024-20 Supply and Delivery of Winter Sand
Interested Parties:
There are no interested parties to be notified of Council's decision.
Clarington
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-014-20
Report Date: July 23, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-19
Report Subject: Electrical Services
Summer Recess Procedure (Purchasina By -Law 2015-022 S.73
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That George Moore Electric Ltd. with a total bid amount, for the initial two year term, of
$99,238.38 (Net HST Rebate), and an estimated five year contract value of $248,100
(Net HST Rebate), being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-19 be awarded the contract for the provision of
electrical services as required by the Municipality;
2. That the funds expended for these services, be funded from respective facilities
approved operating budget as required; and
3. That pending satisfactory service and pricing that the Purchasing Manager in
consultation with the Director of Public Works, the Director of Community Services and
the Director of Emergency and Fire Services be authorized to extend the contract for up
to three additional one-year terms.
Municipality of Clarington Page 2
Report Purchasing Services-014-20
1. Background
1.1 Tender specifications for the provision of electrical services for the various municipally
owned and operated facilities were drafted and reviewed by the various departments.
1.2 Tender CL2020-19 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.3 The tender closed on July 10, 2020.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 Twelve companies downloaded the tender document. Four submissions were received
by the stipulated closing time.
2.2 The Municipality reached out to the eight companies who chose not to submit pricing to
ask why they chose not to bid. Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• One company advised that they could not handle due to present workload;
• One company advised that they were unable to quote competitively; and
• Five companies contacted did not respond to the Municipality's request for
information.
2.3 The four bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.4 The bid results were forwarded to the Public Works Department, Community Services
Department and Emergency and Fire Services Department for their review and
consideration.
2.5 After review, analysis and discussions the departments mutually agreed that the low
bidder, George Moore Electric Ltd., be recommended for the award of tender CL2020-
19.
Municipality of Clarington Page 3
Report Purchasing Services-014-20
2.6 George Moore Electric Ltd. has successfully provided similar services to the Municipality
of Clarington in the past therefore no reference checks were completed.
3. Financial
3.1 The estimated annual cost is $49,619 (Net HST Rebate). This estimate was determined
by using the past number of hours an electrician was required by the Municipality. The
actual cost will vary depending on the types of calls and services which are required
throughout the year. The initial contract term is for two years. The value of the contract
for the two-year period is estimated to be $99,238 (net HST Rebate).
3.2 Pricing received is firm for the initial contract term of two years.
3.3 The Municipality has the option to extend the contract for up to three additional one-year
terms pending satisfactory service. The tender document stipulates that if the
Municipality elects to exercise the option to renew the contract for the additional optional
one-year terms, then pricing shall be adjusted only on the anniversary date of the
Contract award. Proposed price increases should not exceed the annual percentage
change in the most recent issuance of the Consumer Price Index (CPI) All items —
Ontario, as issued by the Statistics Canada, and remain firm for the rest of that Contract
year. The potential five-year contract value is estimated to be $248,100 (Net HST
Rebate).
3.4 The expended funds will be drawn from respective facilities approved operating budget.
3.5 Queries with respect to the department needs should be referred to the respective
Department Head.
4. Concurrence
This report has been reviewed by the Director of Public Works, the Director of
Community Services and the Director of Emergency and Fire Services who concur with
the recommendations contained with this report
5. Conclusion
It is respectfully recommended that George Moore Electric Ltd. with a total bid amount,
for the initial two year term, of $99,238.38 (Net HST Rebate), being the lowest
compliant bid, be awarded the tender for the provision of Electrical Services as per the
terms, conditions and specifications of Tender CL2020-19.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Municipality of Clarington
Report Purchasing Services-014-20
Attachments:
Attachment 1
Page 4
Municipality of Clarington
CL2020-19
Electrical Services
Bid Summary
Annual Cost
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate
George Moore Electric Ltd.
$55,099.93
$49,619.19
MDK Electric Ltd.
$68,027.70
$61,261.05
EAMA Inc.
$73,331.35*
$66,037.15
Brooklin Electric Ltd.
$84,083.30*
$75,719.62
Note: `*" Denotes an addition error within the bid submission received.
Costs for Initial 2-year contract term.
BIDDER
Total Bid 2-year Term
(including HST)
TOTAL BID 2-year
Term
(Net HST Rebate)
George Moore Electric Ltd.
$110,199.86
$99,238.38
MDK Electric Ltd.
$136,035.40
$122,522.10
EAMA Inc.
$146,662.70
$132,074.30
Brooklin Electric Ltd.
$168,166.60
$151,439.24
Clarftwn
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-015-20
Report Date: August 14, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: RFP2020-3
Report Subject: Engineering Services for Bridge and Culvert Replacement
Summer Recess Procedure (Purchasina By -Law 2015-022 S.73
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the proposal received from CIMA+ having the lowest price meeting all terms,
conditions and specifications of RFP2020-3 be awarded the contract for the
provision of engineering services required for the bridge and culvert replacement;
2. That the funds required for this project in the amount of $303,509 (net HST rebate)
is in the approved budget allocation as provided, be funded from the following
account:
Description
Account Number
Amount
Structures Rehabilitation
110-32-330-83275-7401
$303,509
Municipality of Clarington
Report Purchasinq Services-015-20
1. Background
Page 2
1.1 The Municipality requires the assistance of a qualified engineering consulting firm to
provide the required skills and resources necessary to provide engineering services for
the replacement of one bridge and five culverts and for roadside protection of two
bridges within the Municipality.
1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a
qualified Consultant with the skills, resources and experience necessary to provide
engineering services as per the specifications provided by the Engineering Services
Department.
1.3 RFP2020-3 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington's (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyer's
Association website. The RFP was structured on the price — based two envelope RFP
system. Seventeen companies downloaded the document.
1.4 The RFP closed on June 11, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The RFP stipulated among other things, that bidders were to provide a description of
Firm/Consulting team, key qualifications, firm profile, highlight of past service and
experience of team members with projects of similar size, nature and complexity and a
demonstrated understanding of the Municipality's requirements.
2.2 Five submissions were received (refer to Attachment 1) by the closing date and time.
All submissions met the mandatory requirements and moved forward to the first phase
of evaluation.
2.3 The Municipality reached out to the twelve firms, who had downloaded the RFP but
chose not to bid, to inquire as to why they chose not to bid. The responses received to
the Municipality's inquiry are as follows:
• One company was an association for distributing the tender document to its
members;
Municipality of Clarington
Report Purchasing Services-015-20
Page 3
• Two companies advised that they were not able to take on additional work given
their current workload;
• One company felt that they could not bid competitively so chose to bid at this time;
• Two companies downloaded as sub -consultants for the project; and
• Six companies did not respond to the Municipalities request for information.
2.4 Each submission consisted of a comprehensive proposal identifying
• Qualifications and experience;
• Experience of the proponent/sub-consultants with projects of similar nature, size
and complexity;
• The proposed team who would be working with the Municipality;
• The Proponent's understanding and approach to complete the project;
• Key project challenges and demonstrating that the Proponent has adequate
resources and an appropriate strategy for addressing the challenges.
• An appropriate stakeholder and public consultation approach;
• The proposed tasks and timelines; and
• Identification of accessibility design, features and criteria.
2.5 The submissions were reviewed and scored in accordance with the established criteria
outlined in the RFP by an evaluation team consisting of staff from the Engineering
Services Department and the Purchasing Services Division. Some of the areas on
which submissions were evaluated were as follows:
• Allocated roles and responsibilities of the proposed team members;
• Proposed approach to completing the project;
• Proposed timelines to complete the tasks required;
• Highlights of services provided within the past five years only; and
• The Proponent's understanding of the Municipality's requirements, the project and
any related issues or concerns.
2.6 Upon completion of the evaluation, the evaluation committee concluded that the
following two proponents met the pre -established threshold of 85% for Phase 1 and
moved on to the second phase information:
• CIMA+
• GHD
Municipality of Clarington Page 4
Report Purchasing Services-015-20
2.7 It was deemed by the evaluation committee that presentations from the proponents who
made it to phase 2 were not required and their pricing envelopes were opened and
evaluated. The submission from CIMA had the lowest price.
3. Financial
3.1 The funds required for this project in the amount of $303,509 (net HST rebate) which
includes detailed design and tendering ($207,855 net HST rebate) and Inspection and
Contract Administration ($95,654 net HST rebate) is in the approved budget allocation
as provided, be funded from the following account:
Description
Account Number
Amount
Structures Rehabilitation
110-32-330-83275-7401
$303,509
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that CIMA+ having the lowest price and meeting all
terms, conditions and specifications of RFP2020-3 be awarded the contract for the
provision of Engineering Services as required for bridge and culvert replacement.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Proposals Received
Municipality of Clarington
Report Purchasing Services-015-20
Summary of Proposals Received
Municipality of Clarington
RFP2020-3
Engineering Services for Bridge and Culvert Replacement
Bidder
CIMA+ Canada Inc.*
D.M. Wills Associates Ltd.
GHD *
Greer Galloway
Jewell Engineering
Note: Bidders with an asterisk (*) are the companies who were shortlisted.
Page 5
Attachment 3 to Report FND-032-20
Report
Purchasing Services
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Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-016-20
Report Date: August 11, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-18
Report Subject: Intersection Accessibility Improvements
Summer Recess Procedure (Purchasing By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Ashland Construction Group Ltd. with a total bid amount of $220,481.14 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-18 be awarded the contract for the intersection
accessibility improvements.
2. That total funds required for this project in the amount of $294,800 (Net HST Rebate),
which includes the construction cost of $220,481.14 (Net HST Rebate) and other costs
including material testing, above ground traffic signal works (to be completed by the
Region of Durham) and contingencies in the amount of $74,318.86 (Net HST Rebate) are
included in the approved budgets and will be funded from the following accounts:
Description
Account Number
Amount
King St at Scugog St. Intersection
Improvements (2017/2018 Budget)
110-32-335-83240-7401
$71,500
Accessible Signal Upgrade (2018)
110-32-332-83206-7401
94,500
Accessible Signal Upgrade (Clarington
Blvd at Stevens Rd) (2019 Budget)
110-32-332-83265-7401
55,100
Pavement Rehab (2020 Budget)
110-32-330-83212-7401
73,700
Municipality of Clarington
Report Purchasing Services-016-20
1. Background
Page 2
1.1 Tender specifications for the accessibility improvements, sidewalk removal and
replacement, drainage improvements, tactile plate installation, line paint, asphalt
paving, grading, concrete footings for accessible pedestrian signals at King Street and
Scugog Street intersection and Clarington Boulevard and Stevens Road Intersection
were prepared by Engineering Services.
1.2 Tender CL2020-18 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.3 The tender closed on June 16, 2020.
1.4 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 Nineteen companies downloaded the tender document. Four submissions were
received by the stipulated closing time.
2.2 The Municipality reached out to the fifteen companies who chose not to respond to
inquire as to why they chose not to submit a bid. Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• Three companies advised that after reviewing the document they could not take on
due to current workload;
• One company advised that they felt they could not bid competitively;
• Three companies advised that they downloaded the document with the interest of
being a sub -contractor for the project; and
• Seven companies contacted did not respond to the Municipality's request for
information.
2.3 The four bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.4 The bid results were forwarded to the Engineering Services Department for their review
and consideration.
Municipality of Clarington Page 3
Report Purchasing Services-016-20
2.5 After review, analysis and discussions it was mutually agreed by Engineering Services
and Purchasing Services that the low bidder, Ashland Construction Group Ltd., be
recommended for the award of tender CL2020-18.
2.6 Ashland Construction Group Ltd. has successfully provided similar services to the
Municipality of Clarington in the past therefore no reference checks were completed.
3. Financial
3.1 The total funds required for this project in the amount of $294,800.00 (Net HST
Rebate), which includes the construction cost of $220,481.14 (Net HST Rebate) and
other costs including material testing, above ground traffic signal works (to be
completed by the Region of Durham) and contingencies in the amount of $74,318.86
(Net HST Rebate) are included in the approved budgets and will be funded from the
following accounts:
Description
Account Number
Amount
King St at Scugog St. Intersection
Improvements (2017/2018 Budget)
110-32-335-83240-7401
$71,500
Accessible Signal Upgrade (2018)
110-32-332-83206-7401
94,500
Accessible Signal Upgrade
Clarington Blvd, Stevens Rd. (2019)
110-32-332-83265-7401
55,100
Pavement Rehab. (2020 Budget)
110-32-330-83212-7401
73,700
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Ashland Construction Group Ltd. being the lowest
compliant bid be awarded the contract for the Intersection Accessibility Improvements in
accordance with all the terms, conditions specifications, and drawings of tender
CL2020-18.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Municipality of Clarington
Report Purchasing Services-016-20
Not Applicable
Page 4
Municipality of Clarington
Report Purchasing Services-016-20
Page 5
Municipality of Clarington
CL2020-18
Intersection Accessibility Improvements
Bid Summary
Bidder
Total Bid
(including HST)
Total Bid
(Net HST Rebate)
Ashland Construction Group Ltd.
$244,834.60
$220,481.14
Sanscon Construction Ltd.
274,813.43
247,478.01
Jeffrey G. Wallans Construction
303,227.70
273,065.94
Blackstone Paving & Construction Ltd.
394,833.01
355,559.35
Attachment 4 to Report FND-032-20
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-017-20
Report Date: August 12, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-15
Report Subject: Bowmanville Ave Bridge Rehabilitation — Summer Recess Procedure
(Purchasina By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That Alliance Verdi Civil Inc. with a total bid amount of $1,935,588.05 (Net HST
Rebate), being the lowest compliant bidder meeting all terms, conditions and
specifications of tender CL2020-15 be awarded the contract for the Bowmanville
Bridge Rehabilitation, as required by the Public Works Department;
2. That the total funds required for this project in the amount of $2,461,000.00 (Net
HST Rebate), which includes the construction cost of $1,935,588.05 (Net HST
Rebate) and other costs including detailed design and tendering, fees payable to
CN, material testing, inspection, contract administration and contingencies in the
amount of $525,411.95 (Net HST Rebate) is in the approved budget allocation as
provided and will be funded from the following account;
Description
Account Number
Amount
Structures Rehabilitation (2019)
110-32-330-83275-7401
$2,461,000
Municipality of Clarington
Report Purchasing Services-017-20
1. Background
Page 2
1.1 The tender is for the Bridge Rehabilitation located on Bowmanville Ave between Energy
Drive and St Mary's Cement entrance. Tender specifications were prepared by GHD
Limited in consultation with the Public Works Department and provided to the
Purchasing Services Division.
1.2 Tender CL2020-15 was prepared and issued by the Purchasing Services Division and
advertised electronically on the Municipality's website. Notification of the availability of
the document was also posted on the Ontario Public Buyers Association's website.
1.3 The scope of work includes the replacement of the asphalt road surface, rehabilitation of
the bridge over the CN tracks and construction of the waterfront trail across the bridge.
1.4 The Tender closed July 22, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-22 Part 2, Section 73, Council
Recess Procedures.
2. Analysis
2.1 Thirty-six companies downloaded the tender document and eight submissions were
received in response to the tender call.
2.2 The twenty-eight companies who chose not to submit pricing were contacted to ask why
they decided not to bid. The responses are as follows:
■ four companies did not provide a submission due to current workload;
■ twelve companies were subcontractors;
■ one company advised the scope of work was outside of the services they provide;
■ one company was a construction association; and
■ ten companies did not respond to our request for information.
2.3 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1). All eight submissions were deemed compliant.
2.4 The results were forwarded to the Public Works Department for their review and
consideration.
Municipality of Clarington Page 3
Report Purchasing Services-017-20
2.5 After review and discussion with the Public Works Department it is mutually agreed that
the low bidder Alliance Verdi Civil Inc., be recommended for the award of contract
CL2020-15.
2.6 Alliance Verdi Civil Inc. has not worked for the Municipality previously, references
supplied as part of the submission were contacted and proved to be satisfactory.
3. Financial
3.1 That the total funding required for this project in the amount of $2,461,000.00 (Net HST
Rebate), which includes the construction cost of $1,935,588.05 (Net HST Rebate) and
other costs including detailed design and tendering, fees payable to CN, material
testing, inspection, contract administration and contingencies in the amount of
$525,411.95 (Net HST Rebate) is in the approved budget allocation as provided and will
be funded from the following account;
Description
Account Number
Amount
Structures Rehabilitation (2019)
110-32-330-83275-7401
$2,461,000
3.2 Queries with respect to the department needs, specifications, etc. should be referred to
the Director of Public Works
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Alliance Verdi Civil Inc. with a total bid price of
$1,935,588.05 (Net HST Rebate) being the lowest compliant bid be awarded the
contract for the Bowmanville Ave Bridge Rehabilitation as per the terms, conditions and
specifications of Tender CL2020-15
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Bid Results
Attachment 2 — Memo to Purchasing from Public Works
Attachment #1 to
Purchasing Service-017-20
Municipality of Clarington
CL2020-15
Bowmanville Ave Bridge Rehabilitation
Bid Summary
BIDDER
TOTAL BID
(including HST
TOTAL BID
Net HST Rebate
Alliance Verdi Civil Inc.
$2,149,385.32
$1,935,588.05
Marbridge Construction Ltd.
$2,313,110.00
$2,083,027.20
Bob Hendrickson Construction Ltd.
$2,500,534.63
$2,251,808.88
Dufferin Construction Company
$2,708,957.14
$2,439,499.81
Clearwater Structures Inc.
$2,773,175.94
$2,497,330.83
HiTech Structures Inc.
$2,850,455.40
$2,566,923.37
Elirpa Construction & Materials Inc.
$3,330,540.02
$2,999,254.44
Dig -Con International Limited
$4,167,314.54
$3,752,795.82
aron0 Attachment 2 to
Purchasing Services-017-20
cimingoIl Memo
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
To:
David Ferguson, Purchasing Manager
From:
Steve Brake, Director, Public Works
Date:
Aug 7, 2020
Subject:
CL2020-15 Bowmanville Ave Bridge Rehabilitation
File:
CSR.2019.1
The Public Works Department has reviewed the submissions for CL2020-15 and offers
the following comments.
The project is located on Bowmanville Ave between the entrance to St Marys and
Energy Dr. The work includes replacement of the asphalt road surface, rehabilitation of
the bridge over the CN tracks, and construction of the waterfront trail across the bridge.
The low bidder on this contract was Alliance Verdi Civil Inc. Based on the references
provided for this contractor, we recommend award of the contract Alliance Verdi Civil
Inc. in the amount of $2,149,385.32 inclusive of HST, or $1,935,588.05, net of HST
rebate.
Including other project costs such as detailed design and tendering, fees payable to CN,
material testing, inspection and contract administration, contingencies and net HST
costs, the Public Works Department advises of the following funding:
Page 11
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CSR.2019.1
Paae 12
Construction (net of HST) (Based on Low Bid)
$1,935,588.05
Other costs (net of HST)
$525,411.95
Total Project Value
$2,461,000.00
Allocated Financing:
Structures Rehabilitation
110-32-330-83275-7401
$2,461,000.00
Total Allocated Financing
$2,461,000.00
We recommend that Purchasing move forward with the award of the contract based on
the above apportionments.
Should you have any further questions, please feel free to contact the undersigned.
Regards,
Stephen Brake
Director, Public Works
RA/SB
Pc: Trevor Pinn, Director of Finance
Ron Albright, Manager of Infrastructure, Public Works
S. Bagshaw, Capital Works Engineer, Public Works
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CSR.2019.1
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The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
Attachment 5 to Report FND-032-20
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-019-20
Report Date: August 17, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: RFP2020-5
Report Subject: Bridge and Culvert Inspection Program
Summer Recess Procedure (Purchasing
Recommendations:
-Law 2015-022 S.73
It is respectfully recommended to the Chief Administrative Officer the following:
That the proposal received from GHD having the lowest price, $36,811.68 (net HST
rebate), meeting all terms, conditions and specifications of RFP2020-5 be awarded the
contract for the provision of engineering services required for the bridge and culvert
inspection program;
2. That the funds required for this project in the amount of $36,811.68 (net HST rebate) is in
the approved budget allocation as provided, be funded from the following account:
Description
Account Number
Amount
Structures Rehabilitation
110-32-330-83275-7401
$36,812
3. That pending satisfactory service and pricing that the Purchasing Manager, in
consultation with the Director of Public Works, be authorized to extend the contract for up
to four additional one-year terms.
Municipality of Clarington
Report Purchasinq Services-019-20
1. Background
Page 2
1.1 The Municipality requires the assistance of a qualified engineering consulting firm to
provide the required skills and resources necessary to provide engineering services for
the statutory inspection of bridges and culverts on a biennial cycle. Inspections are
completed on half of the inventory each year.
1.2 A Request for Proposal (RFP) was drafted to allow for the Municipality to select a
qualified Consultant with the skills, resources and experience necessary to provide
engineering services as per the specifications provided by the Public Works
Department.
1.3 RFP2020-5 was issued by the Purchasing Services Division and advertised
electronically on the Municipality of Clarington's (the Municipality) website. Notification
of the availability of the document was also posted on the Ontario Public Buyer's
Association website. The RFP was structured on the price — based two envelope RFP
system. Seventeen companies downloaded the document.
1.4 The RFP closed on June 24, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The RFP stipulated among other things, that bidders were to provide a description of
Firm/Consulting team, key qualifications, firm profile, highlight of past service and
experience of team members with projects of similar size, nature and complexity and a
demonstrated understanding of the Municipality's requirements.
2.2 Five submissions were received (refer to Attachment 1) by the closing date and time.
All submissions met the mandatory requirements and moved forward to the first phase
of evaluation.
2.3 The Municipality reached out to the twelve firms, who had downloaded the RFP but
chose not to bid, to inquire as to why they chose not to bid. The responses received to
the Municipality's inquiry are as follows:
• Two companies are associations for distributing the tender document to their
members;
Municipality of Clarington
Report Purchasing Services-019-20
Page 3
• Two companies advised that they were not able to take on additional work given
their current workload;
• One company felt that they could not bid competitively so chose not to bid at this
time;
• Two companies downloaded as sub -consultants for the project; and
• Five companies did not respond to the Municipalities request for information.
2.4 Each submission consisted of a comprehensive proposal identifying
• Qualifications and experience;
• Experience of the proponent/sub-consultants with projects of similar nature, size
and complexity;
• The proposed team who would be working with the Municipality;
• The Proponent's understanding and approach to complete the project;
• Key project challenges and demonstrating that the Proponent has adequate
resources and an appropriate strategy for addressing the challenges.
• An appropriate stakeholder and public consultation approach;
• The proposed tasks and timelines; and
• Identification of accessibility design, features and criteria.
2.5 The submissions were reviewed and scored in accordance with the established criteria
outlined in the RFP by an evaluation team consisting of staff from the Public Works
Department and the Purchasing Services Division. Some of the areas on which
submissions were evaluated were as follows:
• Allocated roles and responsibilities of the proposed team members;
• Proposed approach to completing the project;
• Proposed timelines to complete the tasks required;
• Highlights of services provided within the past five years only; and
• The Proponent's understanding of the Municipality's requirements, the project and
any related issues or concerns.
2.6 Upon completion of the evaluation, the evaluation committee concluded that the
following two proponents met the pre -established threshold of 85% for Phase 1 and
moved on to the second phase information:
• AUE Structural; and
• GHD
Municipality of Clarington Page 4
Report Purchasing Services-019-20
2.7 It was deemed by the evaluation committee that presentations from the proponents who
made it to phase 2 were not required and their pricing envelopes were opened and
evaluated. The submission from GHD had the lowest price.
2.8 GHD has successfully provided similar services to the Municipality of Clarington in the
past therefore no reference checks were completed.
3. Financial
3.1 The funds required for this project in the amount of $36,811.68 (net HST rebate), which
includes lump sum cost to complete the scope of work $35,616 net HST rebate) as well
as additional structure inspections ($1,196 net HST rebate) is in the approved budget
allocation as provided, be funded from the following account:
Description
Account Number
Amount
Structures Rehabilitation
110-32-330-83275-7401
$36,811.68
3.2 Pending satisfactory service and pricing that the Purchasing Manager, in consultation
with the Director of Public Works, be authorized to extend the contract for up to four
additional one-year terms.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that GHD having the lowest price and meeting all terms,
conditions and specifications of RFP2020-5 be awarded the contract for the provision of
engineering services as required for bridge and culvert inspections.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Summary of Proposals Received
Municipality of Clarington Page 5
Report Purchasing Services-019-20
Attachment #1
Summary of Proposals Received
Municipality of Clarington
RFP2020-5
Bridge & Culvert Inspection Program
Bidder
Art Engineering Inc.
AUE Structural Incorporated*
GHD *
Greer Galloway Group Inc.
Stephenson Engineering Limited
Note: Bidders with an asterisk (*) are the companies who were shortlisted
Attachment 6 to Report FND-032-20
ciffiU4017
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-020-20
Report Date: August 25, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-20
Report Subject: Toyota Trail
Summer Recess Procedure (Purchasin
Recommendations:
-Law 2015-022 S.73
It is respectfully recommended to the Chief Administrative Officer the following:
That Gray's Landscaping and Snow Removal Inc. with a total bid amount of $209,923.99
(including HST) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-20 be awarded the contract for the construction of the
Toyota Trail.
2. That total funds required for this project in the amount of $277,700.00 (including HST),
which includes the construction cost of $209,923.99 (including HST) and other costs such
as design, public information material, material testing, contract administration,
contingencies in the amount of $67,776.01 (including HST) be funded from the following
account:
Description
Account Number
Amount
Toyota Trail
110-32-325-83379-7403
$277,700
Note: As this project is being funded by Toyota Canada as part of their site plan
requirements, the full HST has been applied to project costs.
Municipality of Clarington Page 2
Report Purchasing Services-020-20
1. Background
1.1 This project is for the completion of a trail just north of the new Toyota Canada Eastern
Parts Distribution Centre with a run from Haines Road to Lambs Road. This work is a
requirement of the Toyota Canada site plan, however, the Municipality has been asked
to design, construct and manage the project on Toyota Canada's behalf.
1.2 Tender specifications for the Toyota Trail were prepared by CIMA and the Public Works
Department.
1.3 Tender CL2020-20 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.4 The tender closed on August 12, 2020.
1.5 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 Thirty-two companies downloaded the tender document. Twelve submissions were
received by the stipulated closing time.
2.2 The Municipality contacted the twenty companies who chose not to respond to inquire
as to why they chose not to submit a bid. Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• Three companies advised that after reviewing the document they could not take on
the project due to current workload;
• One company advised that due to current workload they were not able to complete
the submission by the deadline;
• One company advised that they were unable to obtain the bonding required for the
project;
• One company advised that they felt they could not bid competitively;
• One company advised that they downloaded the document with the interest of being
a sub -contractor for the project; and
• Twelve companies contacted did not respond to the Municipality's request for
information.
Municipality of Clarington Page 3
Report Purchasing Services-020-20
2.3 The twelve bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.4 The bid results were forwarded to the Public Works Department for their review and
consideration.
2.5 After review, analysis and discussions it was mutually agreed by Public Works and
Purchasing Services that the low bidder, Gray's Landscaping and Snow Removal Inc.,
be recommended for the award of tender CL2020-20.
2.6 Gray's Landscaping and Snow Removal Inc. has successfully completed work for the
Municipality in the past.
3. Financial
3.1 The total funds required for this project in the amount of $277,700.00 (including HST),
which includes the construction cost of $209,923.99 (including HST) and other costs
including such as design, public information material, material testing, contract
administration, contingencies in the amount of $67,776.01 (including HST) be funded
from the following account:
Description
Account Number
Amount
Toyota Trail
110-32-325-83379-7403
$ 277,700
Note: As this project is being funded by Toyota Canada as part of their site plan
requirements, the full HST has been applied to project costs.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Gray's Landscaping and Snow Removal Inc. being
the lowest compliant bid be awarded the contract for the construction of the Toyota Trail
in accordance with all the terms, conditions, specifications and drawings of tender
CL2020-20.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments: Attachment 1 — Bid Summary
Municipality of Clarington
Report Purchasing Services-020-20
Attachment 1: Bid Summary
Municipality of Clarington
CL2020-20
Toyota Trail
Bid Summary
Bidder
Total Bid
(including HST)
Grays Landscaping Inc.
$209,923.98
Royalcrest Paving & Construction
231,039.32
Dufferin Construction Company
236,506.74
Bond Paving & Construction Inc.
240,103.82
CSL Group Ltd.
280,680.00
Oak Springs Construction
296,356.11
Dave Boyle Excavating Ltd.
298,377.88
Ashland Construction Group Ltd.
301,289.08
Real Landscaping Plus Inc.
311,590.07
Dig -Con International Ltd.
318,771.68
M&S Architectural Concrete Ltd.
367,827.00
Forest Ridge Landscaping Inc.
382,964.07
Page 4
Attachment 7 to Report FND-032-20
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-021-20
Report Date: August 27, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-25
Report Subject: 2020 Roadside Protection — Various Locations
Summer Recess Procedure (Purchasina By -Law 2015-022 S.73
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Peninsula Construction Inc. with a total bid amount of $484,481.90 (Net HST
Rebate) being the lowest compliant bidder meeting all terms, conditions and
specifications of Tender CL2020-25 be awarded the contract for the roadside protection
as required by the Municipality for various municipal locations.
2. That total funds required for this project in the amount of $533,000 (Net HST Rebate),
which includes the construction cost of $484,481.90 (Net HST Rebate) and other costs
including such as contingencies in the amount of $48,518.10 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following accounts:
Description
Account Number
Amount
Roadside Protection Program (2020 Budget)
110-32-330-83338-7401
$239,000
Rural Road Resurfacing (2019 Budget)
110-36-330-83680-7401
294,000
Municipality of Clarington Page 2
Report Purchasing Services-021-20
1. Background
1.1 Tender specifications for the roadside protection for various locations were prepared by
the Public Works Department and provided to the Purchasing Services Division. The
work included the removal of roadside hazards for various locations within the
Municipality.
1.2 Tender CL2020-25 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 The tender closed July 29, 2020.
2.2 Fifteen companies downloaded the tender document. Three submissions were received
by the stipulated closing time.
2.3 The Municipality contacted the twelve companies who chose not to respond to inquire
as to why they chose not to submit a bid. Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• Three companies advised that after reviewing the document they were not able to
take on the project due to their current workload;
• One company advised that they felt that they were not in a position to bid
competitively;
• One company advised that they downloaded the document with the interest of being
a sub -contractor for the project; and
• Six companies contacted did not respond to the Municipality's request for
information.
2.4 The three bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
Municipality of Clarington
Report Purchasing Services-021-20
Page 3
2.6 After review, analysis and discussions, it was mutually agreed by the Public Works
Department and the Purchasing Services Division that the low bidder, Peninsula
Construction Inc., be recommended for the award of tender CL2020-25.
2.7 Peninsula Construction Inc. has successfully completed work for the Municipality in the
past.
3. Financial
3.1 The total funds required for this project in the amount of $533,000.00 (Net HST Rebate),
which includes the construction cost of $484,481.90 (Net HST Rebate) and other costs
including such as contingencies in the amount of $48,518.10 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following accounts:
Description
Account Number
Amount
Roadside Protection Program (2020 Budget)
110-32-330-83338-7401
$239,000
Rural Road Resurfacing (2019 Budget)
110-36-330-83680-7401
$294,000
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Peninsula Construction Inc. being the lowest
compliant bid be awarded the contract for the 2020 Roadside Protection — Various
Locations in accordance with all the terms, conditions specifications, and drawings of
tender CL2020-25.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
Report Purchasing Services-021-20
Attachment 1: Bid Summary
Page 4
Municipality of Clarington
CL2020-25
2020 Roadside Protection — Various Locations
Bid Summary
BIDDER
Total Bid
TOTAL BID
(including HST)
(Net HST Rebate)
Peninsula Construction Inc.
$537,995.83
$484,481.90
Tower Construction
$606,832.60
$546,471.55
Royal Fence Limited
$609,274.81
$548,670.84
Attachment 8 to Report FND-032-20
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-022-20
Report Date: August 17, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2015-30
Report Subject: Sidewalk Snow Clearing Contract Extension - Summer Recess
Procedure (Purchasina By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
1. That the Purchasing Manager in consultation with the Director of Public Works be
given the authority to extend contract CL2015-30 Sidewalk Snow Clearing for an
additional one year term;
2. That 2262728 Ontario Ltd. O/A BJ Flint & Sons be awarded a contract for the
2020-2021 winter season for an approximate value of $693,499.51 (Net HST
Rebate); and
3. That the funds required for the additional term be funded from the Municipality's
respective operating accounts.
Municipality of Clarington
Report Purchasing Services-022-20
1. Background
Page 2
1.1 In 2015 Council approved the award of contract CL2015-30 for snow clearing
requirements at Municipal sidewalks, parking lots, bus stops, laneways and trails in
Bowmanville, Courtice and Newcastle (please refer to the link below.) The contract was
shared between B&D Tractor Services for the Bowmanville area and BJ Flint & Sons
for the Newcastle and Courtice areas.
(https://weblink.clarington.net/weblink/0/doc/76109/Page1.aspx)
1.2 Each contract was for an initial one-year term with the option to extended up to four
additional one-year terms, expiring April 2020.
1.3 Due to a number of delays including the retirement of a key staff member that had
responsibility for sidewalk snow clearing in the then Operations Department and issues
having the required snow removal maps updated, the proposed revised specifications
and maps were not prepared in time for the 2020-2021 winter season. As a result of
this delay and after consulting with the Director of Public Works, staff in the Purchasing
Division reached out to the incumbent snow contractors in an effort to obtain pricing for
this winter season.
During the initial review process, it was becoming evident that there are many locations
throughout the Municipality that we are currently clearing which are the responsibility of
the landowner as per By -Law 93-144. After reviewing all the current maps, it was
determined that approximately 14km of sidewalk could be removed from the
Municipalities responsibility and would require the assistance of Municipal By-law to
enforce these changes. This would present an annual cost savings of approximately
$36,000 per year.
1.4 B&D Tractor Services advised that they were not able to extend the Bowmanville area
contract for an additional term because of the investment required for them to purchase
needed equipment. BJ Flint & Sons agreed to the Newcastle and Courtice areas one-
year extension. BJ Flint & Sons was not interested in taking on the Bowmanville area
as part of their sidewalk snow clearing contract due to the investment required to
purchase the needed equipment.
1.5 The Purchasing Division then contacted three additional snow clearing companies in an
effort to obtain pricing for the Bowmanville area sidewalk snow clearing requirements
for this winter season. In summary, of the five companies that were contacted for
pricing:
Four companies (including the two incumbent providers) had already entered into
contractual agreements for the 2020-2021 winter season and were too small and/or
lacked capacity to take on our Bowmanville area contract and did not provide pricing;
Municipality of Clarington
Report Purchasing Services-022-20
Page 3
• One company had already entered into contractual agreements for the 2020-2021
winter season and expressed a willingness to take on the work, however the price
quoted was not within Public Works' snow clearing budget.
1.6 Based on these results, consideration was given to reduce the size of the Bowmanville
area sidewalk snow clearing contract or for the Public Works Department to take on
some or all of the work, however, after consultation with the Public Works Department
none of these options were feasible.
1.7 Staff again approached the two incumbent providers BJ Flint & Sons and B&D Tractor
Services for their consideration of the Bowmanville area snow clearing work. BJ Flint &
Sons advised that for them to take on the Bowmanville area work it would mean an
investment in additional equipment and staff. The other incumbent B&D Tractor
Services did not demonstrate any meaningful interest in taking on any of the work. With
the winter season approaching it was decided that the best course of action was to
negotiate with BJ Flint & Sons in an effort to secure a commitment for the 2020-2021
sidewalk snow clearing contract.
1.8 BJ Flint & Sons agreed to take on all parts of the Bowmanville area sidewalk snow
clearing contract except for the laneway work at a price within the Public Works' snow
clearing budget. The laneway snow clearing portion of the Bowmanville area contract
will be completed internally by the Public Works Department with an approximate
savings of $35,000 annually.
1.9 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 This contract extension falls within the 2019-2020 snow clearing budget.
2.2 Staff have reviewed and given the constraints and the limited availability of snow
clearing companies who can manage a contract of this size, are of the opinion that the
price is fair and reasonable.
2.3 A new tender will be issued for a multi -year sidewalk snow contract in early 2021.
3. Financial
3.1 The estimated cost for this service is $693,500 (Net HST Rebate). The actual cost will
vary depending on the types and number of call outs required throughout the winter
season.
Municipality of Clarington Page 4
Report Purchasing Services-022-20
3.2 The expended funds required will be funded from the Municipality's respective
operating accounts.
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that approval be granted to extend contract CL2015-30
Sidewalk Snow Clearing for an additional term and that this contract be awarded to BJ
Flint & Sons.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Not Applicable
Attachment 9 to to Report FND-032-20
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-023-20
Report Date: August 21, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-27
Report Subject: Pavement Rehabilitation - Summer Recess Procedure (Purchasing
By -Law 2015-022 S.73)
Recommendations:
That D. Crupi & Sons Limited with a total bid amount of $1,382,956.00 (Net HST Rebate)
being the lowest compliant bidder meeting all terms, conditions and specifications of
Tender CL2020-27 be awarded the contract for the replacement of the asphalt road
surface or pavement preservation treatments as required by the Municipality for various
municipal locations.
2. That total funds required for this project in the amount of $1,472,059.70 (Net HST
Rebate), which includes the construction cost of $1,382,956.00 (Net HST Rebate) and
other costs including such as material testing, inspection and contract administration,
permits and contingencies in the amount of $89,103.70 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following accounts:
Description
Account Number
Amount
Pavement Rehabilitation Program (2020
Budget)
110-32-330-83212-7401
$476,213
OCIF (2020 Budget)
110-32-330-83212-7401
845,847
Rural Road Rehabilitation Program (2020
Budget)
110-32-330-83680-7401
150,000
Municipality of Clarington
Report Purchasinq Services-023-20
1. Background
Page 2
1.1 Tender specifications for the replacement of the asphalt road surface or pavement
preservation treatments and associated repairs for various municipal locations were
prepared by the Public Works Department and provided to the Purchasing Services
Division.
1.2 Tender CL2020-27 was prepared and issued by the Purchasing Services Division. The
tender was posted electronically on the Municipality's website. Notification of the
availability of the document was also posted on the Ontario Public Buyers Association's
website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures
2. Analysis
2.1 The tender closed August 7, 2020.
2.2 Twenty companies downloaded the tender document. Four submissions were received
by the stipulated closing time.
2.3 The Municipality contacted the sixteen companies who chose not to respond to inquire
as to why they chose not to submit a bid. Their responses are as follows:
• One company was an association for distributing the tender document to its
members;
• One company advised that after reviewing the document they were not able to take
on the project due to their current workload;
• One company advised that after reviewing the tender document that the project was
too far;
• Five companies advised that they downloaded the document with the interest of
being a sub -contractor for the project; and
• Eight companies contacted did not respond to the Municipality's request for
information.
2.4 The four bids received were reviewed and tabulated by the Purchasing Services
Division (see Attachment 1). All submissions were deemed compliant.
2.5 The bid results were forwarded to the Public Works Department for their review and
consideration.
Municipality of Clarington Page 3
Report Purchasing Services-023-20
2.6 After review, analysis and discussions, it was mutually agreed by the Public Works
Department and the Purchasing Services Division that the low bidder, D. Crupi & Sons
Limited, be recommended for the award of tender CL2020-27.
2.7 D. Crupi & Sons Limited has successfully completed work for the Municipality in the
past, however, as the project was different reference checks were completed. Three
references were contacted and all provided satisfactory references.
3. Financial
3.1 The total funds required for this project in the amount of $1,472,059.70 (Net HST
Rebate), which includes the construction cost of $1,382,956.00 (Net HST Rebate) and
other costs including such as material testing, inspection and contract administration,
permits and contingencies in the amount of $89,103.70 (Net HST Rebate) is in the
approved budget allocation as provided and will be funded from the following accounts:
Description
Account Number
Amount
Pavement Rehabilitation Program (2020
Budget)
110-32-330-83212-7401
$476,213
OCIF (2020 Budget)
110-32-330-83212-7401
845,847
Rural Road Rehabilitation Program (2020
Budget)
110-32-330-83680-7401
150,000
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that D. Crupi & Sons Limited being the lowest compliant
bid be awarded the contract for the 2020 Pavement Rehabilitation — Various Locations
in accordance with all the terms, conditions specifications, and drawings of tender
CL2020-27.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Attachment 2 — Memo from Public Works re Award
Municipality of Clarington
Report Purchasing Services-023-20
Attachment 1 — Bid Summary
Page 4
Municipality of Clarington
CL2O2O-27
2020 Pavement Rehabilitation — Various Locations
Bid Summary
BIDDER
Total Bid
(including HST)
TOTAL BID
(Net HST Rebate)
D. Crupi & Sons Limited
$1,535,711.75
$1,382,956.00
Dufferin Construction
$1,644319.94
$1,480,761.04
Coco Paving Inc.
$1,652,264.81
$1,487,915.64
Ashland Construction Group Ltd.
$1,864,106.65
$1,678,685.77
aria
cigton
Memo
If this information is required in an alternate format, please contact the Accessibility
Co-ordinator at 905-623-3379 ext. 2131
To:
David Ferguson, Purchasing Manager
From:
Stephen Brake, Director of Public Works
Date:
August 11, 2020
Subject:
CL2020-27, 2020 Pavement Rehabilitation
File:
CPR.2020.1
The Public Works Department has reviewed the submissions for CL2020-27 and offers
the following comments.
The work involves the replacement of the asphalt road surface or pavement
preservation treatments, and associated repairs at various locations listed below and as
shown on the attached map.
Location
Scope of Work
Edward Street from Harmer Drive to
Spot repair asphalt and place
Brookhouse Drive
slurry seal
Newport Avenue from Pebble Beach Drive to
Partial depth asphalt removal and
Auburn Lane
re -paving
Pinedale Crescent from Glen Abbey Drive to
Remove and replace asphalt full
Pinedale Crescent
depth
Roser Crescent from Roser Crescent to Roser
Spot repair asphalt and place
Crescent
slurry seal
Turnberry Crescent from Glen Abbey Drive to
Partial depth asphalt removal and
Bruntsfield Street
re -paving
West Townline Road from Concession Road 7
Microsurfacing
to 200m N of Concession Road 7
Concession Road 8 from 166m E of Regional
Pulverize surface and place
Road 57 to Middle Road
asphalt
Bloom Avenue from Brookhouse Drive to
Spot repair asphalt and place
William Jose Court
slurry seal
Brookhouse Drive from Harmer Drive to Bloom
Spot repair asphalt and place
Avenue
slurry seal
William Jose Court from Bloom Avenue to East
Spot repair asphalt and place
End of Cul-de-Sac
slurry seal
Ravey Street from Brookhouse Drive to
Spot repair asphalt and place
Brookhouse Drive
slurry seal
Page 11
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CPR.2020.1
6
Beaver Street North from King Avenue East to
Spot repair asphalt and place
Andrew Street
slurry seal
Wilmot Creek Road from Bennett Road to East
Spot repair asphalt and place
End Turnaround
slurry seal
Longworth Avenue from Brooking Drive to
Spot repair asphalt and place
Mearns Avenue
slurry seal
Swindells Street from Regional Road 14 to
Spot repair asphalt and place
Scottsdale Drive
I slurry seal
The low bidder on this contract was D.Crupi & Sons Limited. Based on references for
this contractor, we recommend award of the contract to D.Crupi & Sons Limited. We
recommend award of the contract to D.Crupi & Sons Limited in the amount of
$1,535,711.75 inclusive of HST, or $1,382,956.00, net of HST rebate.
A contingency amount of 16% is carried forward, including the contingency items within
the contract. Therefore, including other costs such as material testing, inspection and
contract administration, permits, contingencies and net HST costs, the Public Works
Department advises of the following funding. Note that detailed design and tendering
was completed by municipal staff. Contract administration and inspection will be
completed by municipal staff and a consultant.
Construction (net of HST) (Based on Low Bid)
$1,382,956.00
Other costs (net of HST)
$89,103.70
Total Project Value
$1,472,059.70
Budget Amount:
Pavement Rehabilitation Program
$476,213.01
110-32-330-83212-7401 (2020)
OCIF
$845,846.69
110-32-330-83212-7401
Rural Road Rehabilitation Program
$150,000.00
110-32-330-83680-7401 (2020)
Total
$1,472,059.70
Page 12
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 1 905-623-3379
File No.: CPR.2020.1
9
We recommend that Purchasing move forward with the award of the contract based on
the above apportionments.
Should you have any further questions, please feel free to contact the undersigned.
Regards,
Stephen Brake, Director of Public Works
RA/SB/cv
Pc: Trevor Pinn, Director of Finance
Ron Albright, Manager, Infrastructure
S. Bagshaw, Capital Works Engineer, Infrastructure
Ben Pegels, Capital Works Coordinator, Infrastructure
Page 13
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1 C 3A6 1 905-623-3379
File No.: CPR.2020.1
4
Page14
The Corporation of the Municipality of Clarington
40 Temperance Street, Bowmanville ON L1C 3A6 1 905-623-3379
Attachment 10 to to Report FND-032-20
Report
Purchasing Services
If this information is required in an alternate accessible format, please contact the Accessibility
Coordinator at 905-623-3379 ext. 2131.
Report To: PS Reports - CAO Approve Only
Report Number: Purchasing Services-024-20
Report Date: August 25, 2020
Submitted By: David Ferguson, Purchasing Manager
Reviewed By: Andrew C. Allison, CAO
File Number: CL2020-26
Report Subject: Supply and Delivery of Winter Sand - Summer Recess Procedure
(Purchasina By -Law 2015-022 S.73)
Recommendations:
It is respectfully recommended to the Chief Administrative Officer the following:
That Kawartha Capital Construction with an estimated total bid amount of
$713,760 (Net HST Rebate) for the initial three-year term being the lowest
compliant bidder meeting all terms, conditions and specifications of CL2020-26
be awarded the contract for the Supply and Delivery of Winter Sand as required
by the Public Works Department;
2. That pending satisfactory performance, the Purchasing Manager, in consultation
with the Director of Public Works, be given the authority to extend the contract for
this service for up to two additional one-year terms; and
3. That the estimated funds required for the first -year term in the amount of
$237,920 (Net HST Rebate) be funded by the Municipality as provided. The
estimated funds required for the second and third -year terms will be included in
future budget accounts. The funding required for the initial one-year term will be
funded from the following account:
Description
Account Number
Amount
Winter Sand
100-36-383-10300-7112
$237,920
Municipality of Clarington Page 2
Report Purchasing Services-024-20
1. Background
1.1 Tender specifications for the supply and delivery of winter sand were prepared by the
Public Works Department and provided to the Purchasing Services Division.
1.2 Tender CL2020-26 was issued by the Purchasing Services Division and advertised
electronically on the Municipality's website. Notification of the availability of the
document was also posted on the Ontario Public Buyer's Association website.
1.3 In view of the Summer Council Recess, authorization is requested to award the above
contract in accordance with Purchasing By -Law #2015-022 Part 2 Section 73, Council
Recess Procedures.
2. Analysis
2.1 The tender closed on July 30, 2020.
2.2 Six plan takers downloaded the tender document. Four submissions were received by
the stipulated closing time.
2.3 The two companies who downloaded the tender document but chose not to submit
pricing did not reply with a response for our request for information.
2.4 The bids were reviewed and tabulated by the Purchasing Services Division (see
Attachment 1) and all bids were deemed compliant. The results were forwarded to the
Public Works Department for their review and consideration.
2.5 After review and analysis by the Public Works Department and the Purchasing Services
Division, it was mutually agreed that the low compliant bidder, Kawartha Capital
Construction be recommended for the award of tender CL2020-26. The bid reflects a
significant reduction in pricing compared to previous years.
2.6 Kawartha Capital Construction has not completed work for the Municipality of
Clarington. References were checked and came back satisfactory.
3. Financial
3.1 The estimated funding required for the initial three-year term is $713,760 (Net HST
Rebate). The funding required for the first -year term is $237,920 (Net HST Rebate) and
is in the 2020 approved budget allocation as provided. The estimated funding required
for the second and third -year terms will be included in future budget accounts. The
funding required for the initial one-year term will be funded from the following account:
Municipality of Clarington Page 3
Report Purchasing Services-024-20
Description
Account Number
Amount
Winter Sand
100-36-383-10300-7112
$237,920
3.2 Pricing submitted for the Supply and Delivery of Winter Sand is to remain firm for the
first year of the contract. As the contract is extended for additional years, the unit prices
would be adjusted on the anniversary date of the contract award by the annual
percentage change in the most recent issuance of the Consumer Price Index (CPI), All
Items, Ontario as published by Statistics Canada and the pricing will remain firm for the
contract year.
3.3 The total estimated contract for the three years plus two optional years is approximately
$1,189,600 (Net HST Rebate).
4. Concurrence
This report has been reviewed by the Director of Public Works who concurs with the
recommendations.
5. Conclusion
It is respectfully recommended that Kawartha Capital Construction being the lowest
compliant bidder be awarded the contract for the supply and delivery of winter sand per
the terms and conditions of CI_2020-26.
Staff Contact: David Ferguson, Purchasing Manager, 905-623-3379 ext. 2209 or
dferguson@clarington.net.
Attachments:
Attachment 1 — Bid Summary
Municipality of Clarington
Report Purchasing Services-024-20
Attachment 1: Bid Summary
Municipality of Clarington
Summary of Bid Results
CL2020-26
Supply and Delivery of Winter Sand
Page 4
Bidder
Three -Year
Total Bid
(Net HST Rebate)
Potential Five -Year
Total Bid
(Net HST Rebate)
Kawartha Capital Construction
$713,759.90
$1,189,599.84
Glenn Windrem Trucking
$956,976.48
$1,594,960.80
Halton Crushed Stone
$991,167.84
$1,651,946.40
Central Sand & Gravel
$1,245,542.40
$2,075,904.00